Administration Support Specialist

About the role

STA Pharmaceutical Co., Ltd., a WuXi AppTec company (WuXi STA), is seeking a highly organized and customer-focused Administrative Support Specialist to support operations at our Drug Product Manufacturing facility in Middletown, Delaware.

Responsibilities

• Serve as the primary receptionist for the laboratory facility.
  • Welcome and assist visitors, contractors, vendors, customers, and employees in a professional and courteous manner.
  • Manage visitor registration, badging, sign-in procedures, and site access requirements.
  • Cook up visitor schedules and communicate arrival information to employees and management.
  • Maintain reception and lobby areas in a clean, organized, and professional manner.
  • Answer, screen, and direct incoming telephone calls and inquiries.
  • Cook up conference room reservations and visitor meeting logistics.
• Provide administrative support to site leadership and functional departments.
  • Schedule meetings and coordinate meeting logistics, including room reservations, catering, and audiovisual support.
  • Aid with calendar management and coordination of site activities.
  • Prepare correspondence, reports, presentations, spreadsheets, and other business documents.
  • Maintain departmental records, files, and administrative documentation.
  • Support employee onboarding activities, including workspace preparation, orientation scheduling, and coordination with internal departments.
• Support site operations.
  • Cook up office supply inventory, ordering, and distribution.
  • Support administrative vendors and site services, including catering, housekeeping, office equipment, and other facility-related services.
  • Aid with travel arrangements, transportation coordination, and visitor accommodations as needed.
  • Process business card requests, office supply requests, and other administrative service requests.
  • Aid with workspace assignments and office move coordination.
• Support employee engagement and site support.
  • Support employee engagement activities, site events, meetings, training sessions, and company functions.
  • Aid with employee communications and site announcements.
  • Schedule and manage conference rooms.
  • Coordinate service requests when necessary.
  • Support special projects and site initiatives.
• Comply with and support compliance and safety.
  • Follow all company policies, procedures, and safety requirements.
  • Support visitor compliance with site safety requirements and access procedures.
  • Maintain confidentiality of company, employee, customer, and business information.
  • Support maintenance of records and documentation required for audits and inspections.
  • Demonstrate commitment to Environmental, Health, and Safety (EHS) expectations.
• Perform additional administrative and operational support duties as assigned.
  • Support the site team in achieving operational and organizational objectives.

Requirements

• High school diploma or GED required.
• Associate degree or additional administrative, business, or office management training is preferred but not required.
• Minimum of 3 to 5 years of experience in administrative support, office coordination, executive assistance, receptionist, customer service, or related administrative roles.
• Experience supporting manufacturing, pharmaceutical, biotechnology, engineering, laboratory, construction, or industrial environment is preferred but not required.
• Experience coordinating meetings, events, visitors, travel arrangements, and office operations is highly desirable.
• Equivalent combinations of education, training, and relevant experience will be considered.

Qualifications

• Proficient in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Strong computer literacy and ability to learn new software applications and business systems.
• Experience using office equipment including printers, scanners, copiers, and conference room technology.
• Experience managing electronic files, records, calendars, and shared documents.
• Experience scheduling meetings, managing calendars, and coordinating conference room reservations.
• Strong data entry and administrative recordkeeping skills with a high level of accuracy and attention to detail.
• Experience with SAP, ERP systems, document management systems, or similar business applications is preferred.
• Ability to troubleshoot basic technology issues and coordinate with IT support when necessary.

Skills

• Exceptional customer service and interpersonal skills.
• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Professional and welcoming demeanor.
• Ability to prioritize work and manage multiple assignments simultaneously.
• Strong attention to detail and accuracy.
• Computer proficiency and confidence working with various software platforms and technology tools.
• Ability to maintain confidentiality and handle sensitive information.
• Self-motivated with the ability to work independently and as part of a team.
• Strong problem-solving and critical thinking skills.
• Positive attitude and strong commitment to teamwork.

Physical Requirements

• Ability to sit, stand, and walk throughout the workday.
• Ability to occasionally lift to 25 pounds.
• Ability to move throughout office, laboratory, and manufacturing facilities as needed.

Working Conditions

• This position operates in an office, laboratory, and manufacturing support environment.
• The successful candidate must be comfortable working in a fast-paced and evolving pharmaceutical manufacturing setting while maintaining professionalism, flexibility, and a customer-service-focused approach.

Equal Opportunity Employer

• All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, or disability.